HomeMy WebLinkAboutCarlsbad Oceanside Art League; 2018-02-21;GRANT AGREEMENT FOR C rlsbad Oceanside Art League
This agreement, is made on the/)./ Sb day of-=:,,,,£_.}S,,,t:,,J._J.6~~~~-·' 20.JJ?, by Carlsbad
Oceanside Art League (ORGANIZATION), a California nonprofit car o ion, hereinafter·referred to as
"Grantee," and the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City" (the
"Agreement.") City, as Grantor, agrees to provide Grantee the Grant funds awarded to Grantee during
the 2018 Community Arts Grants Program in an amount not to exceed two thousand dollars ($2,000)
("Grant.") The purpose of the Grant is to provide funds to Grantee for the project outlined in the
Agreement Scope ("Agreement Scope").
Project Title: Ambassadors for the Arts
The grant provided herein is comprised of public funds. Therefore, to ensure that the public funds are
used for a public purpose, in accordance with the law, the City and Grantee hereby agree to the
following terms.
TERMS AND CONDITIONS OF GRANT
1. TERM. The term of this Agreement shall mean the period commencing on the effective date of
this Agreement and expiring on January 31, 2019. The term of this Agreement may be extended
by mutual written agreement of the parties. The parties will prepare a written amendment
indicating the effective date and length of extended Agreement.
2. USE OF COMMUNITY ARTS GRANTS PROCEEDS.
a. Grant funds are to be disbursed as outlined in this Agreement in consideration of and on
condition that the sum be expended in carrying out the purpose as set forth in the
Agreement Scope and under the terms and conditions set forth in this Agreement.
Grantee agrees to assume any obligation to furnish any additional funds that may be
necessary to complete the Agreement Scope.
b. All costs accrued for services and/or supplies prior to the execution of Agreement are
not eligible for funding or reimbursement through the use of Grant proceeds.
c. Eligible and ineligible costs include, but are not limited to, items detailed in the
Community Arts Grants 2018 Guidelines, in the section titled Eligible and Ineligible
Costs, attached hereto as Exhibit A.
3. CONDITIONS OF FUNDING AND DISBURSEMENT. City shall have no obligation to provide the
Grant proceeds or to make any subsequent disbursement of Grant proceeds, and may seek
reimbursement of Grant proceeds, if any of the following requirements are not fully satisfied:
a. Grantee agrees to use grant funds to implement the Agreement Scope, including using
the Grant funds to only cover expenditures for programs and services incurred during
the Agreement Scope dates and under the terms and conditions of this Grant
Agreement.
b. Grantee shall certify that the Agreement Scope is within Carlsbad city limits or that the
Grantee's main address is within Carlsbad city limits.
c. Grantee shall complete all work in accordance with Agreement Scope,
d. As reasonably soon as possible, but in no case later than thirty (30) calendar days,
Grantee shall notify the City of events or proposed changes that could affect the
Agreement Scope.
e. The Grantee shall be responsible for the performance of the work, as set forth herein,
and for the preparation of reports required by this Agreement.
f. Before Grantee makes any material changes to the Agreement Scope, Grantee agrees to
submit to the City, in writing, a proposal requesting changes to the Agreement Scope.
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Grantee shall make no material changes to the Agreement Scope unless and until City
formally approves the Grantee's request in writing.
g. Grantee agrees to acknowledge the City's Grant consistent with the 2018 Community
Arts Grants Guidelines, attached hereto as Exhibit A.
h. Grantee shall provide full and timely information to the City to update staff on
programs, and include naming the City in any publications and/or social media, whether
in digital or print format, as opportunities arise.
i. Grantee shall retain all records and supporting documentation, including expenditure
receipts, applicable to the Agreement Scope and this Agreement for a period of three
(3) years, and make all records and supporting documentation readily available, upon
request, for inspection and/or audit by representatives of the City.
4. RETURN OF GRANT FUNDS. Any determination, by the City, of noncompliance with activities
and expenditures outlined in the Agreement Scope without prior notice and express approval by
the City, upon demand by the City, Grantee agrees to return to the City the amount requested
by the City, up to and including an amount equivalent to the full Grant award. Failure of the
Grantee to comply with the terms of this Agreement shall not be the cause for return of Grant
funds if, in the judgement of the City, such failure was due to no fault of the Grantee. In such
case, any amount required to settle, at minimum cost, any irrevocable obligations properly
incurred shall be eligible to be paid by Grant funds.
5. REQUIRED REPORTS. Failure to complete the following reports may render the recipient
ineligible to receive the full and final payment of the Grant award.
a. Submit a Revised Project Form, as required per the 2018 Community Arts Grants
Guidelines, attached hereto as Exhibit A, within thirty (30) days of Grant award
notification.
b. Submit a Final Report including all required attachments by completing the designated
form to the City the earlier of thirty (30) calendar days after the Agreement Scope end
date or, January 31, 2019, whichever is earlier.
Grantees in noncompliance with the above reporting requirements agree to return some or all
of the initial Grant payment if requested by the City. Additionally, if Grantee is found to be in
noncompliance, Grantee agrees that for the year immediately following a determination of
noncompliance, Grantee shall be ineligible to receive any new grants from the City.
6. DISBURSEMENT OF GRANT FUNDS. The Grant amount to be provided to the grantee, under this
Agreement, may be disbursed as follows:
a. First payment of 80 percent of Grant will be disbursed upon approval of Revised Project
Form as applicable, and receipt of fully executed contract.
b. Final payment of 20 percent of Grant will be disbursed upon receipt of Final Report and
approval by City staff.
c. Any payment of a Grant amount in excess of the final Project costs shall be returned to
the City within 60 days of completion of the Agreement Scope or the Project end date,
whichever is earliest.
7. PROJECT CANCELLATION.
a. If a Grantee wishes to cancel a Project at any time, Grantee shall notify the City in
writing within fifteen (15) calendar days of the decision to cancel and Grantee, at the
time it provides the City with notice of cancellation, shall return all Grant funds to the
City.
b. In the event an approved Agreement Scope cannot be completed for any reason, and if
Grant funds were disbursed to Grantee, Grantee agrees to return all Grant funds to the
City forthwith.
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8. PROJECT MODIFICATION OR TERMINATION.
a. Grantee may unilaterally rescind this Agreement at any time prior to the
commencement of the Project, or prior to first disbursement of funds. After Project
commencement, as outlined in the Agreement Scope, or disbursement of Grant funds,
this Agreement may be rescinded, modified or amended only by mutual agreement, in
writing, of both the City and Grantee.
9. LOSS OF GRANT. At the discretion of the City, the following actions may result in a loss of all or
in part of any Grant amount allocated to the Grantee:
a. A Grantee fails to enter into a signed Agreement with the City within sixty (60) calendar
days of receipt of the Agreement.
b. Activities associated with Grantee occur that do not align with activities described in the
Agreement Scope, including, but not limited to, reduction in services, significant
alteration of Agreement Scope elements, such as performers, artists or attendees, or
significant changes in budget income, expenses or line item designations from Grantee's
budget, included in the Agreement Scope.
c. A Grantee withdraws or terminates the Agreement Scope.
d. A Grantee fails to complete the Agreement Scope and/or fails to submit all required
reports and/or documentation before January 31, 2019.
10. COVENANT AGAINST DISCRIMINATION. Grantee agrees that neither it nor its agents shall
discriminate against any clients, prospective clients, employees, prospective employees,
contractors, or prospective contractors on the basis of race, color, religion, sex, national origin,
age, disability or familial status.
11. NOTICES.
a. The names and addresses of the persons who are authorized to give written notices to
receive written notice on behalf of City and on behalf of Grantee under this Agreement.
b. Each party will notify the other immediately of any changes of address that would
require any notice or delivery to be directed to another address.
For Grantee:
Carlsbad Oceanside Art League
Attn: Judy Richardson
300 Carlsbad Village Drive, Suite 101
Carlsbad, CA 92008
Email: judyluvsart@att.net
3
For City:
City of Carlsbad
Library & Cultural Arts Director
1775 Dove Lane
Carlsbad, CA 92011
12. INDEMNIFICATION. Grantee hereby agrees to defend, indemnify, and hold free and harmless the
City, its officers and employees, against any and all claims, damages, losses, costs (including but
not limited to attorney's fees) and liabilities of any kind arising directly or indirectly out of, or
related in any way whatsoever to the provision of Grant proceeds.
13. NO PARTNERSHIP OR JOINT VENTURE. The relationship between City and Grantee is solely that
of Grantor and Grantee. Under no circumstances shall City and Grantee be deemed to be partners
or involved in a joint venture.
14. MODIFICATIONS. This Agreement may not be modified or amended except by written document
executed by a duly authorized representative of both the City and the Grantee.
15. GOVERNING LAW. This Agreement shall be construed in accordance with and be governed by the
laws of the State of California. Venue, in the event of a dispute, shall be in the North San Diego
County Superior Court.
16. SEVERABILITY. In the event that any provision or clause of this Agreement conflicts with
applicable law, such conflict shall not affect other provisions of this Agreement, which can be
given effect without the conflicting provision. To this end, the provisions of this Agreement are
declared to be severable.
17. DRAFTING AMBIGUITIES. Grantee understands that it is aware that it has the right to be advised
by counsel with respect to the negotiations, terms and conditions of this Agreement, and that the
decision of whether or not to seek advice of counsel with respect to this Agreement is a decision
which is the sole responsibility of Grantee. This Agreement shall not be construed in favor of or
against either Party by reason of the extent to which either Party participated in the drafting of
this Agreement
(Remainder of Page Intentionally Left Blank)
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18. SIGNING AUTHORITY. The representative for each Party signing on behalf of a corporation,
partnership, joint venture or governmental entity hereby declares that authority has been
obtained to sign on behalf of the corporation, partnership, joint venture, or entity and agrees to
hold the other Party or Parties hereto harmless if it is later determined that such authority does
not exist.
GRANTEE CITY OF CARLSBAD, a municipal corporation of
the State of California ~~~~Pi~
,--,. d ? . Library & Cultural Arts Director
\J L{_ v D' ch Cl r-d£.oo
(Print nafue/Title) G-a' J-e II' t Opo,,-~~; \:>'} !!>
I .n .. r-• C-'to r-
' 0 dii 1 u.vsA ,t@ '1J. f-1:. bee ATTEST:
0(Email address)
(Date) ( A ·.
VJ..!YTu ,a_{mJ~~ ~
BARBARA ENGLESON .,
City Clerk
(2nd signature here
\)u~r\L\,~ l)D]:J;; ~~Q.. c, '> '))'. ~'
(Print name/Title)
t,h~;'R~\)~~ ~\~h(I_\. V\.~\-
mail ddress)
~\~\~,~ I \ (Date)
If required by City, proper notary acknowledgment of execution by contractor must be attached . .!i..E_
Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A. **Group B.
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. B)!EWFA/ c}9; Attorney
By: fvvtX ~=
Assistant City Attorney 2,,/t ; ( t 'i1
Date
5
EXHIBIT "A"
SCOPE OF GRANT
Itemized list of what Grantee will complete to satisfy grant funding.
Items which may be included in this section:
1. Required -Completed Community Arts Grants 2018 Application
2. Required -Community Arts Grants 2018 -Project Budget Information
3. Required -Community Arts Grants 2018 -Revised Project Form
4. Required -Community Arts Grants 2018 -Revised Project Budget Information
5. Required -Community Arts Grants Guidelines 2018
Community Arts Grants 2018 APPLICATION
Organization Name Carlsbad Oceanside Art Leaqgue
Organization doing business as (if by another
name):
COAL
Organization EIN: 51-0177154
Organization website URL: www.coalartgallery
Street Address 300 Carlsbad Village Drive, Suite 101
City Carlsbad
State California
Zip Code 92008
Are you a first-time applicant? No
What is your organization's mission statement? The Carlsbad-Oceanside Art League (COAL or
The League) is a non-profit organization founded
to promote art education and the cultural
appreciation of fine art in the community. The
purpose shall be supported, as funding allows, by
demonstrations, student scholarships, outdoor
displays, exhibitions, commercial displays,
miscellaneous cultural tours, and a main gallery.
Have you receive funding from the City of
Carlsbad's Community Arts Grants in past years?
Yes
Item #65
Amount funded through Community Arts Grants
2017 7500.00
2016 3500.00
2015 5000.00
First Name Judy
Last Name Richardson
Are you applying as an: Arts Organization
For which funding category are you filling out this Arts Projects
application?
Project Name Ambassadors for the Arts
Project Summary COAL's mission supports artists of all ages. With
the increased need for children's art venues, we
have a pre-school category featuring art from
local Head Start programs, Boys and Girls Clubs,
and up through high school.
COAL's youth projects include the Children's
Show for preschool through 8th grade; High
School exhibition serving several hundred
Carlsbad area students; winners show for
scholarship recipients from the Carlsbad High
School, Carlsbad Army Navy Academy and other
high schools in the Tri-City area.
COAL supports young adults through senior
artists with its Annual Open Show for the greater
San Diego and Southern California regions.
Project Dates
Date
Project Start 4/1/2018
Project End 9/30/2018
Funding Request from the City of Carlsbad's 5000
Cultural Arts Grants
Total Project Expenses 9090
Total Number of Expected Participants and/or
Audience Attendance for Project
3000
Provide a brief organizational history and COAL has supported the arts in Carlsbad for 67
description of accomplishments in the previous years. Since 1951, we have served artists of all
year. ages and their families from Carlsbad and the
surrounding greater San Diego region and
beyond. Our membership dues are used for
general operating expenses, monthly art
demonstrations and some of the youth programs
costs. In a good year, our Open (open to non-
member artists) Juried Show helps to cover some
of the youth program expenses.
Since the 1970's, COAL has been an arts
ambassador with the outdoor venue titled Art on
the Green. The lawn area at the Carlsbad Inn
Resort is dedicated to an average of seven COAL
artists to show their work each weekend. These
artists talk to visitors informing them about what
is happening on the Carlsbad art scene. This
venue was started by artist Patricia McCoury, a
WWII veteran.
COAL enhances the vibrant downtown area with
its professionally judged shows, weekly outdoor
shows at the Carlsbad Inn, nine professional art
demonstrations, three youth art exhibitions, and
our outreach to community organizations. This
year, the gallery increased our attendance by two
thousand more locals plus a few thousand out-of-
town visitors testifying to an improvement in our
outreach, close to 18,000 visitors.
Our children's show participation increased by
twenty percent this year, many returning from
previous years. These young artists and their
families are served with a positive introduction to
a lifelong participation in the arts.
What makes this project distinctive? Over these past 67 years the goal of COAL is to
support artists of all ages and provide lifelong
learning resources to those artists. Our shows
would not be possible without COAL members
providing thousands of volunteer hours
throughout the year.
COAL's Youth Art Programs have introduced
more than a thousand of young artists and their
families to a lifelong participation in the arts.
COAL member, Diane Adams, a professional
artist and instructor at Mira Costa College is in
charge of that program. COAL member, Cindy
Fatica directed the 23rd Annual Children's Show
for pre-school through 8th, working with parents,
teachers, Carlsbad area Head Start and the Boys
and Girls Clubs, to curate this show. One
hundred twenty five children entered our 2017
show.
Diane Adams Director of our Annual High School
Art Show oversees art from Carlsbad High
Schools, the Carlsbad Army Navy Academy and
other high schools in the Tri-City area. These
students can exhibit and later try for college
scholarships in the arts. COAL later displays
their art at our gallery for a month.
COAL continues to host and support local and
regional artists with its Annual Juried Open Show
by welcoming young adults through senior non-
member artists from the greater San Diego and
Southern California regions. Our judges are
accomplished regional and national professional
artists such as Roberta Dyer and Michael
Seewald who juried over 300 entries in our 66th
Annual 2017 show.
What are the outputs and/or outcomes of the The outcomes of our outreach are all positive as
project? indicted by the continuing support of the parents
in these children's shows; the several hundred
young artist participants in our High School
Show; and, the increasing numbers of
memberships in COAL.
How will the project be evaluated to measure Participation in the Children's Show increases
outputs and/or outcomes? every year. This year we had 125 children enter
their art compared to 100 last year. The High
School Show has a yearly increase in
participation approaching 300. Some "our kids"
go on to receive national arts scholarships and
they return to exhibit their winning entries at
COAL. Our Annual Open Show has developed a
reputation which reaches more and more of the
outlying areas of the San Diego area. COAL's
reputation enables us to attract top-notch judges.
This helps to increase our show's participation.
To measure the impact of our successful Gallery
operation, we offer the growing number of
members which currently is 197 at the end of
September. We started the year with 138
members.
How will you market your project to your desired Our marketing consists of using Jus ads in
audience? thirteen news and entertainmer: llcations;
Who is your target population? What geographic
area will benefit from your program?
Are you partnering with any organizations or
individuals that are involved in your project but
are not employed or affiliated with the applying
organization?
Please upload your completed Project Budget
form.
Facebook (www.facebook.com .artgallery);
our website (www.coalartgaller ,Jm); and,
posters and flyers. Our G-mai .. ,ccount, "Friends
of COAL" utilizes requests from gallery visitors,
Facebook friends and our Website to send E-
blasts about our gallery events. Printed
postcards announcing our events are distributed
by members in local businesses, other art
galleries, libraries and senior centers. Our
members deliver these postcards to their families,
friends and neighbors. We arrange tours and
refreshments of our gallery for seniors from La
Costa Glen and Oceanview retirement
communities. We plan to expand the tours
approach.
Every weekend year round, our artists display
and sell their work on the lawn at the Carlsbad
Inn Resort, Art on the Green. The Inn is very
close to our Gallery and these artists act as
ambassadors for our gallery with our postcards,
fliers and 'art-talk' with the strolling Carlsbad
visitors.
COAL participates twice a year in the Carlsbad
Street Fair where we introduce our gallery to Fair
visitors with fliers. We attract Fair goers to our
booth with our art displays.
Yearly we work with parents, public and private
school teachers, Head Start programs and the
Boys and Girls clubs to promote our youth
programs.
We are hoping to broaden our outreach by using
On Line Juried Shows and upgrading our
Website.
Our immediate target population is the artist
community in Carlsbad, Oceanside and North
San Diego County. Our current membership
extends to Vista, San Marcos, Fallbrook, to
Escondido, to Rancho Bernardo and Poway. Our
organization and Gallery draws artists from those
territories to participate in our Carlsbad events.
We are trying outreach projects to attract even
more artists in the areas we already serve in
addition to the greater San Diego area. We try to
attract artists from all over so they may benefit by
seeing their work hung on the walls, winning
ribbons and selling their work. This type of
recognition is what our Gallery's is all about.
No
CAG 2018 Project Budget Form 9.xlsx (17k)
Upload your organization's current total budget as COAL 2017 YTD Sept. with 2016 PL collapse
a PDF. d.pdf (20k)
Upload your organization's two most recent
completed budgets. Short form 990's are
preferred. All files must be in PDF format.
2017 COAL 2016 Sched A Finalf990sa--
20164.pdf (490k)
How will the project address community needs,
including reaching underserved populations?
Who is your target population? What geographic
area will benefit from your program?
Our Children's show reaches out to the
underserved populations such as the Boy and
Girls Clubs and Head Start programs in Carlsbad
and Oceanside. Developing a child's
imagination, with the arts will benefit them
throughout their lives. In recent years art has had
little presence in the school. Public school
teachers use our Children's Show to give their
students the opportunity to be rewarded for their
2-dimensional and 3-dimensional creations.
Our High School Show builds upon the same
premise as the Children's Show. No cost to enter
these shows. No work turned down. Our hosted
receptions are widely attended. The kids are
proud to show their families that their art is
actually in a real art gallery. Many of the same
children enter their art in the following year's
shows.
We are able to keep the entry costs of our Annual
Open Show below that of other organizations in
the San Diego region. This encourages artists of
various means to enter. We can do this because
we have all volunteer labor and the reception
costs are in part born by volunteers. We know
that increased publicity will increase participation
in these events. With this, we could attract more
artists to enter thus providing more benefits for
this show and for our youth shows. Our Open
Show can serve as a resume builder for those
seeking professional status.
Our immediate target population is the artist
community in Carlsbad, Oceanside and North
San Diego County. Our current membership
extends to Vista, San Marcos, Fallbrook, to
Escondido, to Rancho Bernardo and Poway. Our
organization and Gallery draws artists from those
territories to participate in our Carlsbad events.
We are trying outreach projects to attract even
more artists in the areas we already serve in
addition to the greater San Diego area. We try to
attract artists from all over so they may benefit by
seeing their work hung on the walls, winning
ribbons and selling their work. This type of
recognition is what our Gallery's is all about.
Applicant: Carlsbad Oceanside Art Leqgue PR (I) E 0 u C "Cl (I) C .... Ctl UJ (I) E 0 u C "Cl (I) C .... Ctl (I) C :::::> OJECT INCOME Cash Admissions $4,090 Gifts/Merchandise/ $0 Concessions Advertising $0 Other $0 Subtotal Earned Income $4,090 Cash Private $0 Individual $0 Public Support $0 Applicant Cash $0 CAG Request Amount $5,000 Other $0 Other Subtotal Unearned Income $5,000 INCOME TOTALS! $9,090 COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Notes Cash Notes OPEN SHOW (open to public) entry fees: 140 at $16 ea= $2240; 75 @ $25 $1850=$4090 N/A N/A No fees or charges of any kind for Childen's or High Schools Shows Subtotal Earned Income $0 Notes Cash Notes n/a n/a n/a to provide partial funding for children's and high school shows J Subtotal Unearned Income $0 $0
Community Arts Grants 2018 REVISED PROJECT FORM
Reference#
Status
Organization Name *
Project Title *
Contact First Name *
Contact Last Name *
Contact Phone Number *
Contact Email Address *
Describe any changes to the project for which
you were awarded funds, including how
income, expenses or both will be altered to
balance the project budget. *
Upload a revised Project Budget Form as a
PDF.*
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Carlsbad Oceanside Art League (COAL)
Ambassador for the Arts
Judy
Richardson
7604332258
j udyl uvsa rt@att. net
We are reducing our expenditures by $3000
no longer including renting the space, for the
High School show, etc.
CAG_2018_Project_Budget_Form_-
Revised_ 1.30.18.pdf (285k)
2018-01-30 08:51 :11
2018-01-30 08:48:13
2018-01-30 08:51: 11
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http://www.carlsbadca.gov/services/depts/arts/
opps/grants.asp
Applicant: Carlsbad Oceanside Art Leqgue PR (lJ E 0 u C: -c (lJ C: .... l'O LU (lJ E 0 u C: -c (lJ C: .... l'O (lJ C: :::) OJECT INCOME Cash Admissions $4,090 Gifts/Merchandise/ $0 Concessions Advertising $0 Other $0 Subtotal Earned Income $4,090 Cash Private $0 Individual $0 Public Support $0 Applicant Cash $0 CAG Request Amount t-......-$2,000 Other $0 Other Subtotal Unearned Income $2,000 INCOME TOTALS! $6,090 COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS-FINAL REPORT Notes Cash Notes OPEN SHOW (open to public) entry fees: 140 at $16 ea = $2240; 75 @ $25 $1850=$4090 N/A N/A No fees or charges of any kind for Childen's or High Schools Shows Subtotal Earned Income $0 Notes Cash Notes -n/a n/a n/a to provide partial funding for children's and high school shows Subtotal Unearned Income $0 $0
Applicant: Carlsbad Oceanside Art Leqgue COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT PR OJECT EXPENSES Cash Notes Cash Notes Project Staff (non-artist) $0 All volunteers. COAL has no paid staff. Project Artist(s) or Arts $400 Non-member professional jurors for Open show 2 jurors lnstructor(s) @$200 ea. Educational Materials/Printing $300 PRINTING:Catalog, announcement postcards, Award Certificates-Children's Show $150; High School Show $150 Costumes/Props $0 n/a Sets $0 n/a Supplies $300 CHILDREN'S SHOW -art games, balloons, temporary paper framing materials, door prizes, fliers & posters Licensing/Roya It ies $0 n/a ' Rentals (space and/or other) Transportation $0 n/a Food & Beverage $220 Receptions Hospitality:Children's Show $150; Hi School Show $70 Marketing/Promotion/ $1,625 PAID NEWPAPER ADS-$325 ea: 1 Children's show, 1 HS show, Publicity 2 Open Show Fiscal Agency Fee $0 n/a -Other $345 RIBBONS:Children's Show K-8th $150; Hi. School show $75; Open Show $120 (1st, 2nd, 3rd plus Honorable mentions) Other $2,700 AWARDS Childrens Show-Small art suppy prizes-K-8th-lst, 2nd, 3rd Approx $10 each=$300;0pen show Cash Awards $2400 Other $200 OPEN SHOW SUPPLIES:lunch 10 workers x 2days@7 hr days of entry take-in$130; lunch 2 jurors+6 judging crew 6 hrs $70
Applicant: Carlsbad Oceanside Art Leqgue COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION IN EXPENSES TOTALS! $6,090 PROJECTED -APPLICATION -KIND Value Carlsbad Oceanside Art Leqgue $0 None IN-KIND TOTALS! $0 I Budget Notes: For application, fill out only green. For final report, fill in blue. You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a '0' in any cells that you don't have an amount to add. Notes -$0 ACTUALS -FINAL REPORT Value Notes $0 Please give detailed descriptions for each line item i~ the notes column. For example, if your total admissions is $1,000, enter "4 shows, 50 attendees, $5 each." Please insert your organization name in the top right header.
'
COMMUNITY ARTS GRANTS GUIDELINES -2018
WELCOME
The City of Carlsbad Cultural Arts Office serves to encourage, develop and facilitate an enriched environment of artistic, creative and
cultural activity in the City of Carlsbad and the Northern San Diego County region. As a component of many services and activities,
the Cultural Arts Office manages funding programs to provide financial support to organizations, schools and individuals for various
projects through a competitive application and review process.
The Community Arts Grants program supports projects and activities that provide and support quality arts and cultural programming
within Carlsbad. Our purpose is to:
• Reinforce the artistic and cultural opportunities and experiences for our residents;
• Provide arts education and lifelong learning opportunities for all ages;
• Support local and regional arts and cultural organizations as an important component of the economy and quality of life in
Carlsbad and Northern San Diego County;
• Encourage new arts programs and organizations in Carlsbad;
• Celebrate and promote Carlsbad as an exciting, vibrant and creative community destination for visitors and tourists
throughout the world.
2018 OVERVIEW
Deadline for regular 2018 cycle grant applications is Monday, Oct. 30, 2017 at 4 p.m.
Applications will only be accepted online at www.carlsbadca.gov/arts
• $80,000 in funding available
• All funds will be disbursed in a first payment of 80% of award after review of applications, and final 20% of award will be
disbursed upon receipt of completed final report (due 30 days after completion of project)
ELIGIBILITY
• Programs and activities supported must take place in the 2018 calendar year, Jan. 1 -Dec. 31, 2018
• All funded activities must take place within the City of Carlsbad. The Cultural Arts Office reserves the right to negotiate the
location of grant-funded activities
• All applicants, including fiscal agents, must be not-for-profit, tax-exempt organizations, as determined by either the Internal
Revenue Service or the California State Franchise Tax Board
• When partnering, only one application may be submitted for that particular project involving both parties
• For Arts In Schools, projects may not include partnership with Arts Organizations. If a school would like to partner with an
arts organization for a project, the organization must be the applying party.
• Frequently Asked Questions are included as Appendix 1.
FUNDING CATEGORIES
Funding will be organized by the applicant's type of organization, then into available category or categories for that organization
type. Each category will have a maximum funding limit.
• Arts Organizations, including Fiscal Agents of Individual Artists
o Capacity Building -$5,000 maximum award
o Arts Projects -$10,000 maximum award
o Arts Education -$5,000 maximum award
• Educational Institutions and Affiliated Groups
o Arts in Schools -$1,500 maximum award
• All organization types (Outside of regular grant cycle -more information will be available in November, 2017)
o Special Opportunities -$500 maximum award
ARTS ORGANIZATIONS
• Arts Organizations are registered 501(c)(3) nonprofit organizations
• Applicants may apply to one or both for the Capacity Building and the Arts Projects, but may only apply to Arts Projects OR
Arts Education. Possible application combinations include:
o Arts Projects and Capacity Building
o Arts Education and Capacity Building
o Only one application in either Arts Projects, Arts Education or Capacity Building
• No organizations may submit multiple applications in any one category per funding cycle
PROJECTS THROUGH FISCAL AGENT
• Organizations or individuals who wish to apply for funding but do not have not-for-profit status may apply through a fiscal
agent
• Fiscal agent will be responsible for receiving awarded funds and dispersing to the applicant with a service fee no more than
10% of the amount awarded to the applicant, if any
• An organization who acts as a fiscal agent is still eligible to apply for a Community Arts Grants for its own programs
• Any individual artist receiving funding through a fiscal agent must be 18 years of age on or before Oct. 1, 2017
ARTS ORGANIZATIONS -CAPACITY BUILDING
• Capacity Building grants have a maximum award of $5,000
• Capacity Building grants are designed to help an arts organization with actions that improve effectiveness in terms of
organizational and/or financial stability, strengthens community impact, or supports the execution of nonprofit's missions
more effectively
• Capacity Building grants will only be awarded to organizations residing in Carlsbad
• These grants cannot be utilized for public performances, exhibitions, workshops, residencies, lectures or other programs
that would fall under the Arts Projects category
• Some examples of capacity building include:
o Professional development for staff and board members
o Opportunities for peer learning, networking or leadership development
o Creating or re-examining organizational plans
o Initiating collaboration with other nonprofits
o Developing new sources for earned income
o Utilizing support for high-impact projects
ARTS ORGANIZATIONS -ARTS PROJECTS
• Arts Projects grants have a maximum award of $10,000
• Arts project requests are for specific arts project activities such as performances, exhibitions, residencies, workshops or
lectures that provide arts opportunities that take place in Carlsbad
• Arts projects grants are not for general operating support, and awards must be clearly shown to be used for specific project
support
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
ARTS ORGANIZATIONS -ARTS IN EDUCATION PROGRAMS
• Arts in Education grants have a maximum award of $5,000
• Arts in Education programs include a teaching artist from an arts organization leading a workshop or series of workshop or
projects in a school within Carlsbad city limits
• These projects can include artist-in-residence programs and assemblies or performances
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS
• Requests are only available to nonprofit schools and authorized parent groups within Carlsbad city limits
EDUCATIONAL INSTITUTIONS AND AFFILIATED GROUPS -ARTS IN SCHOOLS
• Arts In Schools grants have a maximum award of $1,500
• There is no limit to requests by school or district, though consideration will be given to projects of the same discipline from
the same school
• To be eligible for funding:
o In-school projects must not be part of the regular curriculum, and any teaching artist(s) funded through the
Community Arts Grants must not be a permanent hourly or salaried employee in the school district in which they
will be leading activities to be funded by the Cultural Arts Office
o Out-of-school programs may utilize teaching artists that may also be employed in the district
• Any partnership with an individual or organization must include a letter of agreement from partnering entity
SPECIAL OPPORTUNITIES
• Special Opportunities grants are micro-grants for new arts projects that become available after the deadline for the
regular Community Arts Grants 2018 cycle has passed within the funding period of Jan. 1-Dec. 30, 2018
• Requests will be accepted on a rolling bases, with a minimum of 30 days but recommended at least 60 days before the
program or project is to begin
• Special Opportunity grants may not be used for any project currently utilizing funds from the City of Carlsbad, including
other Community Arts Grants
• More information about Special Opportunity Grants will be available in November, 2017. Please contact staff with any
specific questions regarding Special Opportunities grants
APPLICANT INFORMATION
PROGRAM SCHEDULE
Oct. 30, 2017
November, 2017
Applications for the 2018 cycle are due to be submitted electronically by 4 p.m.
Submitted materials are reviewed and scored by a peer panel consisting of local and regional artists and
arts professionals, as well as members of the Carlsbad Arts Commission review. The panel will create a
funding plan for review and final approval by the Carlsbad Arts Commission
December, 2017
January, 2018
Notification and awardee agreements emails will be sent to all applicants. Any applicant that receives 75%
or less of requested amount will be required to complete a Revised Project Form
First payments of 80% of awards are disbursed
All grantees must complete a Final Report within 30 days of program end date to receive the final payment of 20% of award.
Excessively late submission of a final report may result in a reduction in the final payment.
REVIEW AND SCORING OF APPLICATIONS
GRANTEE PARTICIPATION IN REVIEW AND SCORING
• Applicants in all categories except Capacity Building have the ability to provide one representative on their behalf to:
o Be present during panel review and scoring of their organization's application
• Panelists are not able to provide any further information or communication during the panel's discussion,
outside of questions relating to clarification if requested by the panel
o Provide a three-minute presentation to the scoring panel
• Presentations can, but are not required to include Power Point, video, sound, photos and other
multimedia augmentation
• Only one representative from each applying organization may give presentation and be present for panel
• While not required, it is strongly recommended that organizations take advantage of this opportunity to participate in their
application's review process
• Presentations are not scored, and are included strictly as an opportunity to provide additional information and insight to
organization and proposed project
• The date of the scoring panel will be set for November 15 for Educational Institutions & Affiliated Groups and November 17
for Arts Organizations. All applicants will receive information for schedule upon submission of application
• All applicants must be on site at least 45 minutes prior to scheduled time to allow for fluctuations in panel schedule. Any
representative that is not present when the panel reviews their application forfeits their opportunity to be present
SCORING RUBRIC
Scoring of applications will be on the following criteria, with each category worth 20 points, or a maximum score of 100. The
provided examples are for information purposes only and are not meant to be exhaustive:
• Quality of Program(s)
o artistic merit of programs, qualifications of artists
• Community Impact
o effective service to identifiable community, level of community involvement
• Management Capability
o leadership strength, clarity and/or completeness of application, successful completion of past City of Carlsbad
funded projects
• Financial Health
o history of balanced budgets and fiscal responsibility, diverse base of financial support from the community
• Sustainability
o sound management, long range planning, program or marketing innovation, presence of active, effective fund
raising
OTHER REVIEW AND SCORING INFORMATION
• Incomplete applications, or applications with incorrect information, will not be referred to review & scoring panel
GRANTEE REQUIREMENTS DURING PROJECT FUNDING PERIOD
FINANCIAL MANAGEMENT
Grant recipients are required to maintain accounts, records and evidence pertaining to costs incurred and revenues acquired under
the respective grant program. Grantees should be able to provide upon request:
• Accurate, current and complete disclosure of the financial accounting (expenses and revenue) for the grant project
• Records that adequately identify the sources and application of funds for grant sponsored activities
• Accounting records that can be supported by source documentation, like invoices, receipts, bank statements, etc.
PUBLIC ACKNOWLEDGEMENT
• Grant recipients must credit the Cultural Arts Office for its support of the project in printed, electronic and broadcast
promotion of the funded projects
• The following acknowledgement along with a logo (which will be provided, used in original dimensions) must appear on all
printed and electronic materials concerning the funded project:
"This program is funded in part by the City of Carlsbad's Cultural Arts Office."
• Grantees failing to provide public acknowledgement may be denied funding for future applications
PROMOTION
• Grantees are required to keep the Cultural Arts Office informed of all program dates and times. Grantees are encouraged
and expected to:
o Give notifications and invitations to the Cultural Arts Office in order to extend them to the Carlsbad City Council
and the Carlsbad Arts Commission at least two weeks in advance of program
o Provide full and timely information to the Cultural Arts Office so grant-funded programs may be included in the
Cultural Arts Office's publications, as opportunities arise. This includes providing high resolution photographs of
the activities and participants of funded projects
o Extensively promote funded events and projects
SITE VISITS AND PROGRAM ATTENDANCE
The Cultural Arts Office staff may monitor grant projects during the course of the grant cycle, including potential site visits. The
reports of these visits will be included in grant application files and provide a basis for evaluation of future requests
POLICIES
• Once submitted, applications may be moved into a different category at the discretion of the Cultural Arts Staff
• The City of Carlsbad reserves the right to limit the funding amount to any applicant, regardless of eligibility or score in the
panel process, based on funding limitations of goals of the program in a given year
• Cultural Arts Office staff actively and continually review and evaluate all aspects of this program and processes
• Changes occur throughout the funding calendar, and Cultural Arts Office staff will provide updates on changes as they are
adopted
• Any proposed significant change or amendments to approved projects after approval of original application must be
submitted in writing to the Cultural Arts Office by the grantee for approval before any grant funds are used, and before any
execution of altered activity. This includes, but is not limited to, changes in purpose, scope, services, intended timeline,
personnel, location, date, activities or budget
• The Cultural Arts Office reserves the right to review, cancel or reallocate funds to projects that have significantly altered or
shifted from stated goals in the original approved application and/or revised project form. Any funds cancelled must be
returned to the Cultural Arts Office within 30 days of notification
• No two entities (organization or school/affiliated groups) may apply for funding for the same project
• Funds may not be used for fund raisers, scholarships or similar requests
OTHER INFORMATION
CARLSBAD ARTS COMMISSION MEETINGS:
• Arts Commission meetings are public, held throughout the year and provide opportunities for citizen comments on funding
program guidelines, general and specific Arts Commission and Cultural Arts Office policies, objectives, budgets requests and
other matters. During these meetings, public comments from organizations, artists and members of the public is
encouraged
HOW TO APPLY
APPLICATION
All applications must be submitted on line. The application is comprised of five sections, some of which include long answer sections
and attachments. The application, as well as a PDF version for your information and other grant information, is available at
VyVy_vy_,,;2, rlsba d ca .go_yl£rts.
1. Contact Information
2. Funding Type and Category
3. Project Overview
4. Narrative
5. Budget
a. A Sample Budget Itemization is included as Appendix 2
6. Signature
STAFF ASSISTANCE
Cultural Arts Office staff are always available to assist applicants. Please contact Megan Gilby, Community Arts Coordinator, at 760-
602-2081 or by emailing Dl~fillll_,,gilby@carlsbadca.gov
APPENDIX 1 -COMMUNITY ARTS GRANTS FAQS
• Are there any organizations ineligible to receive Community Arts Grant funding?
o Yes. Any for-profit entity is ineligible to receive funding through the Community Arts Grants program. This includes
schools and businesses.
• Is there an age limit for individual artists?
o Yes. Any individual artist applying or receiving funds through a fiscal agent must be 18 on or before September 30,
2017.
• How are final awards decided?
o All award amount decisions take into account the total amount of funding available, scores from panelists and the
request from the applying entity. The scoring panel creates a funding plan based on these factors, which is
forwarded to the Arts Commission for final approval.
• Can one school site apply for multiple Arts in Schools awards?
o Yes. While there is no limit to applications from one school site, multiple applications from one site with projects in
one artistic genre (i.e.
• What kinds of projects are ineligible for funding?
o Projects that are general operating costs
• Projects may not be the entirety of what your organization offers to the public (i.e. supporting an entire
season of programming). Projects are one aspect of a larger event, or a project unto itself.
• Examples could include: non-ticketed events at a large event with a mix of ticketed and non-
ticketed performances, supporting new work as part of a larger season, specific series of concerts
within the context of a larger festival
o Capital improvements
• Capital improvements are defined as significant equipment or building/improving a venue. Capital
improvements have depreciation.
• Examples can include: building a performance venue, purchasing substantial lighting board
equipment, acquiring a kiln for an arts studio, remodeling an existing space (dressing rooms,
practice rooms, etc.), improvements that are affixed to the permanent building (shelving,
cabinets, storage racks)
• Examples of non-capital improvements: instruments, instrument cases, sheet music
• Is the live presentation portion of the review session scored by the panel?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project.
• Will we be penalized if we do not participate in the review session for our application?
o Presentations are not scored, and are included strictly as an opportunity to provide additional information and
insight to organization and proposed project. No organization will be penalized for not participating in the review
session.
• What should be included in my presentation?
o Please do not repeat any information in your application. Information can include
o After the presentation, no participating by the applicant will be allowed, unless requested by the scoring panel for
clarification purposes
Applicant: PR Q) E 0 u C "'O Q) C .... rn w Q) E 0 u C "'O Q) C .... rtl Q) C ::::, ' OJECT INCOME Admissions Gifts/Merchandise/ Concessions Advertising Other Subtotal Earned Income Private Individual Public Support Applicant Cash CAG Request Amount Other Other Subtotal Unearned Income Cash $1,500 $0 -~so ~---i' \~' ,..-.,,,.-<;:,."< $1,500 Cash $0 $0 $2,000 $0 $1,500 $0 $0 $3,500 INCOME TOTALSI $5,000 COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION Notes 3 performance~ £$5 ticket X 100 audience members ,:.~~~~.,. y-......_,,,w~ t{~:f' ~ :: '..:-:~ ... ->~· -~~ m,~ "'lit ~ ~· dffe\q,_t~ -~-' .... -.; ~-"" ...... ~~-:A1fr-~-, .;............ . ..... . ss ,,,._-., ~ !,,_~ .--*'~, ~/&~----·,1'ti=-Subfo'tol(arned Income ·,.-:::,:< 'fi#':'f w:~,r , " .. ii$,.$ Notes .lf#l -~;:,_'? ~ ... -_ .. ;;:,;, :.:, ~~~-iW' ,~ -iW·· .. ~i]; ~l -~tff-~ ,.<,,'/.-ff/t~ ,:; '~ :-· ~--,~":_-:f' ~~y, ®' ~~ iW··" 41:.: fikP~ •, .. _,.:ti --~' ' . ,:~-@-• %"'~~ .,:,_.-it,i -~--.~, <~· $1,000 San Diego County grant, $l,0DQ1Target grant ,..-.,f:;:., ... ~~-,A:~ ~'$' 11~"-~ ./4~ ",,,)';<' To provide funding for artist fees .,, ~-~~-~ Subtotal Unearned Income ACTUALS -FINAL REPORT Cash Notes $0 Cash Notes .-::. .. , --~ .-,~ ;:,· t-.:.¾ --~ .... " --§~f :::Ji 1$ --~ -:~, It~...,-,:,· :-: ~-.-.. .--.. /;:~;,,; :::, . .~ ';:. '~'.;);::> &#:.-."' _ .. ~A .. ~~~ :x :f·' 1:-.... ,· -... 0~~-~~-tl -·~ -"'~:& . _ ..... -:;.: ,,;: . .. ,i.,-.. f:r~·~ ~·"' _---, •$'d.~ ~~--~\, E:J'c· ~~l: "'
Applicant: PROJECT EXPENSES Project Staff (non-artist) Project Artist(s) or Arts lnstructor(s) Educational Materials/Printing Cos tu mes/Props Sets Supplies Licensing/Royalties Rentals (space and/or other) Transportation Food & Beverage I COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION ACTUALS -FINAL REPORT Cash Notes Cash Notes $1,250 $3,000 $0 -$0 $0 $0 I See in-kind $0 ,'~ l~~~ $50 !Water and cookies for performers Marketing/Promotion/ I $200 I Fliers, posters, bookmarks Publicity I I I d'' -~~ 1f) ~ .. 'l."..)._l, t~' Fiscal Agency Fee $0 •. -:®,~,, -~W' ·,;,-~':'~. ~9 Other $0 -Other I $0 -Other I $0 EXPENSES TOTALS! $5,000 $0
Applicant: COMMUNITY ARTS GRANTS 2018 -PROJECT BUDGET INFORMATION PROJECTED -APPLICATION IN-KIND Value Notes ....--Space Rental $500 ~~~:~~ ;,.-.v,. ti' ;_ ~-· .~ii!; iffe • .§~"'$ IN-KIND TOTALSI $500 Budget Notes: For application, fill out only green. For final report, fill in blue. '5" tff#' You will only be able to fill out the cells highlighted in green or blue. The budget must balance. Total income must equal total expenses. Round all budget figures to the nearest whole dollar. Enter a 'O' in any cells that you don't have an amount to add. Value -<~:iv --~ ~ i~:::~:~ --~ ~~y ·:::-:::~,. I ~,-. ·=*' ,:::i:@?. --~l:~t:'· .. ;s.~~:;>O 1-::::'®~"?: -:S::::::-:: ., .... ~.:,.-;,~ . . ~::. .... ~::::. .. :;::$:« • .•:-.»"-.. , •. ,-:;~:::::-::=·· .-::::::-:ft~ ~~~;~~~~ .. ~:--*-··/ ~~~~~~ .. ,·@:,:::" _.,,-:sff' ,:-:=:x-;~_ <;::J~ ·-:~{~··: Please give detailed descriptions for each line item in the notes column. For example, if your total admissions Please insert your organization name in the top right header. ACTUALS -FINAL REPORT Notes